Bookkeeping Enterprises
Executive Accounting Administrative Assistant
Bookkeeping Enterprises, Irvine, California, United States, 92713
Executive Accounting Administrative Assistant
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Job Description
Bookkeeping Enterprises is a growing outsourced bookkeeping and accounting firm, and we are seeking a highly capable Executive Accounting Administrative Assistant to support firm leadership, accounting operations, and office management. This is an in‑office position for a seasoned professional who combines strong accounting knowledge with executive‑level administrative skills and a hands‑on approach to maintaining an efficient, organized, and professional office environment.
This role is ideal for someone who thrives in a position of trust and responsibility, takes ownership of systems and processes, and is comfortable serving as both a key operational support and a personal assistant to the owner.
Position Overview The Executive Accounting Administrative Assistant is a central figure in our daily operations. This individual will support accountants with bookkeeping and accounting functions, manage office operations, assist the owner directly, and help develop and maintain systems that keep the firm running smoothly. The ideal candidate is proactive, detail‑driven, professional, and confident handling confidential financial and business information.
Key Responsibilities
Perform accounting functions utilizing QuickBooks, including data entry, reconciliations, and report preparation
Assist with bookkeeping tasks across multiple client accounts
Prepare, organize, and maintain financial records and supporting documentation
Ensure accuracy, consistency, and compliance with internal processes
Support accountants with month‑end and ongoing accounting tasks
Serve as a personal assistant to the owner, providing direct executive‑level support
Manage calendars, scheduling, correspondence, and follow‑ups
Prepare reports, spreadsheets, and internal documents for leadership
Track deadlines, deliverables, and priorities across the firm
Handle sensitive and confidential information with discretion and professionalism
Oversee day‑to‑day office operations to ensure a clean, organized, and professional workspace
Order and maintain office supplies and equipment
Greet clients professionally and serve as the first point of contact for in‑office visits
Answer and direct phone calls and emails as needed
Maintain filing systems, both digital and physical
Assist in developing, improving, and maintaining administrative and accounting systems
Identify inefficiencies and recommend process improvements
Help document workflows and internal procedures
Support implementation of new tools or systems as the firm grows
Required Qualifications
BA or BS degree (or equivalent work experience preferred)
Minimum of 3+ years experience in accounting administration, bookkeeping, or a related role
Proven experience using QuickBooks for accounting functions
Advanced knowledge of Microsoft Office Suite
Strong understanding of accounting principles and financial documentation
Exceptional organizational and time‑management skills
Ability to manage multiple priorities independently in a fast‑paced environment
High level of integrity, reliability, and professionalism
Strong written and verbal communication skills
Ability to work independently, take initiative and follow direction as needed
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Job Description
Bookkeeping Enterprises is a growing outsourced bookkeeping and accounting firm, and we are seeking a highly capable Executive Accounting Administrative Assistant to support firm leadership, accounting operations, and office management. This is an in‑office position for a seasoned professional who combines strong accounting knowledge with executive‑level administrative skills and a hands‑on approach to maintaining an efficient, organized, and professional office environment.
This role is ideal for someone who thrives in a position of trust and responsibility, takes ownership of systems and processes, and is comfortable serving as both a key operational support and a personal assistant to the owner.
Position Overview The Executive Accounting Administrative Assistant is a central figure in our daily operations. This individual will support accountants with bookkeeping and accounting functions, manage office operations, assist the owner directly, and help develop and maintain systems that keep the firm running smoothly. The ideal candidate is proactive, detail‑driven, professional, and confident handling confidential financial and business information.
Key Responsibilities
Perform accounting functions utilizing QuickBooks, including data entry, reconciliations, and report preparation
Assist with bookkeeping tasks across multiple client accounts
Prepare, organize, and maintain financial records and supporting documentation
Ensure accuracy, consistency, and compliance with internal processes
Support accountants with month‑end and ongoing accounting tasks
Serve as a personal assistant to the owner, providing direct executive‑level support
Manage calendars, scheduling, correspondence, and follow‑ups
Prepare reports, spreadsheets, and internal documents for leadership
Track deadlines, deliverables, and priorities across the firm
Handle sensitive and confidential information with discretion and professionalism
Oversee day‑to‑day office operations to ensure a clean, organized, and professional workspace
Order and maintain office supplies and equipment
Greet clients professionally and serve as the first point of contact for in‑office visits
Answer and direct phone calls and emails as needed
Maintain filing systems, both digital and physical
Assist in developing, improving, and maintaining administrative and accounting systems
Identify inefficiencies and recommend process improvements
Help document workflows and internal procedures
Support implementation of new tools or systems as the firm grows
Required Qualifications
BA or BS degree (or equivalent work experience preferred)
Minimum of 3+ years experience in accounting administration, bookkeeping, or a related role
Proven experience using QuickBooks for accounting functions
Advanced knowledge of Microsoft Office Suite
Strong understanding of accounting principles and financial documentation
Exceptional organizational and time‑management skills
Ability to manage multiple priorities independently in a fast‑paced environment
High level of integrity, reliability, and professionalism
Strong written and verbal communication skills
Ability to work independently, take initiative and follow direction as needed
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